FILING
FILING
Expected learning outcome;
Define file, filing, manual filing
Essentials of good filing system
Types of filing system
Definitions
A FILE: an organized physical assembly of documents (within a folder).
OR Is a collection of one or two pieces of related information or
records. A file is a collection of one or more documents about a related
subject. OR a folder or box for holding loose papers together and in
order for easy reference.
FILING: Is the process of classifying, arranging and storing information
for future retrieval and use. The information can be in paper form or
microfilm or in electronic form, e.g. in computer disc and CD-ROM. OR
is the process of keeping documents in a safe place and being able to
find them easily and quickly.
FILING SYSTEM: is a system used to capture, arrange and classify
records of an organization in a logical order so as to simplify their
retrieval and use. OR
Is a method for organizing and storing documents or information (files).
Essentials (characteritics) of Good Filing System
It is easier to perform office work with the help of safely and
systematically preserved letters and documents. However,
there is no any best system for filing which is appropriate to all
types of office. A filing must be effective and appropriate. So,
the filing must possesses the following qualities:
• Simplicity: should be simple to understand and operate. It
should not involve elaborate procedures and complicated
functions. Even, a new employee should be able to
comprehend the system without any stress.
• Security/safety: should be secured to protect the records
when they are retained. Documents should not be damaged
by insects, dust, water, fire, theft, etc.
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Essentials of Good Filing System cont……………
• Economy: installation and maintaining the system should be
economical in cost, labour and time.
• Flexibility – Should be elastic so that it can expand to suit
future increased requirements of the business
• Accessibility: The system should enable files to be easily
located and captured.
• Sustainability- Types of files and methods of housing files
should suit the needs of the business of that particular
organization
• Compactness-The filing system should be compact not
occupy unnecessary space because it will help to minimize
the expenditure for rent of the office.
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Filing System
Files are classified so that they can be found and retrieved
easily. Organizations choose the system, or a combination
of systems, most suited to their needs.
The main (basic) filing systems are
1. Alphabetical filing
2. Geographical filing
3. Chronological filing
4. Numerical filing
5. Subject filing
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1. Alphabetically Filing System
Alphabetical filing is the most widely used method. In this
system files are arranged in alphabetical order by name, subject
or geographic location.
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2. Geographical Filing System
• Arrange files according to geographical location,
e.g. village, town, district, region, country,
continent, etc. files within each group are arranged
alphabetically.
• The method is suitable for sales organizations,
government agencies, travel agencies, publishers,
freight companies, post offices, and large
organizations with branch offices, which are
connected with geographical areas.
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3. Chronological Filing System
• Documents are arranged according to date of receipt in
numerical order. The system is useful in small business
concerns where not many records to maintain. This method
of filing has unlimited scope for expansion, but related
records may be separated by other records.
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4. Numerical Filing System
• Records are arranged in the numerical order, For example, if a
customer, is allotted the number 14, all papers and
documents connected with him will be found in folder
number 14.
• This system is used in colleges, where each student is
assigned a roll number and his file in the college is given that
number.
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5. Alpha-numerical filing system
Is the arrangement that uses combination of numbers and
alphabets to create a flexible filing scheme. For example; an
office can use adm – 100 as a code for administrative files
therefore, all records relate to this subject would be filed under
that particular code.
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BENEFITS OF A GOOD FILING
SYSTEM
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